3.2 Headings
Headings are standard features of technical documents that serve several important functions:
- Provide organizational overview of the document
- Show logical development of ideas
- Show hierarchical relationship of ideas (headings, sub-headings)
- Allow the reader to scan and read selectively
- Increase readability of the document by providing breaks and white space.
Effective headings use concrete, descriptive language to tell the reader what to expect from the content of each section. Avoid “function” headings when writing technical reports. Function headings are used in documents that have consistent structures, such as science lab reports, when each section must fulfill a particular function. For example,
- Introduction
- Materials
- Procedure/Methodology
- Data/Results
- Discussion/Conclusions
- References
Technical reports are usually not so strictly organized or predictable. Readers will find it much more helpful if headings concretely describe the content of each section rather than the function.
Note the differences in the two Tables of Contents in Figure 3.2.1, each generated automatically from headings within their respective documents. Which one gives a clear idea of the content of the report?
General Principles for Designing Headings
When designing the headings in your document, keep in mind these general principles:
- Hierarchical Relationship of Ideas: use font size, boldness, typography and color to indicate the relative importance of ideas and how they inter-connect. In general, first level headings are larger and bolder than second and subsequent level headings.
- Consistency: if you use headings, every section must have a heading. Make sure your headings at each level are consistent in design (font, size, color, indentation, etc.) Use the STYLES function in Word to help design and maintain effective and consistent headings throughout your document. Use consistent, parallel phrasing as well.
- Readability: leave passive space above and below headings. There should always be slightly more space above the heading than below it. As a general guideline, use 2-4 headings per page in short reports. Avoid overusing headings.
- Specificity: use descriptive headings that inform the reader of the content of each section. Avoid vague headings, and avoid using too many headings. Headings may use a numeric system, if there are many sub-sections. According the Engineering Work Term Report Guideline [PDF], headings may be numbered using Arabic numerals only—not Roman Numerals or letters.
SUMMARY: DO and DON’T rules when designing headings
DO the following:
- Use a sans serif font for your headings
- Use descriptive (rather than functional) headings
- Make sure there is slightly more white space above a heading than below it
- A heading must have a block of text below it
- Use the Styles function in MS Word to create your headings (see this helpful video on “How to Create and Customize Headings” using Styles
DON’T do the following